Automate Monthly Retainer Cards – No More Manual Work

When you have a retainer client, you need to send a check‑in card every month. Right now you probably copy a template, edit a few details, and hit send. That takes time and you can forget a month or send the wrong info.

If you miss a card, the client may think you’re inattentive, and you lose the chance to spot problems early. Doing this for several clients quickly becomes a headache.

You set up one automation once. It watches for the date when a retainer client’s month ends, then it makes a new card with the right title, description, and assignee. The card shows up in your board ready to review, and you can add a comment or checklist automatically.

For a dental office, the automation creates a ‘Monthly Cleaning Review’ card on the 1st of each month, adds a checklist for ‘Confirm appointment’, ‘Update notes’, and assigns it to the hygienist.

You’ll reclaim the hours you used to spend copying cards. Instead, you get a clean list of all upcoming retainer tasks, each with the right details already filled in.

Clients notice the timely check‑ins, which builds trust and can lead to more referrals. And because the process is the same every month, you avoid mistakes that happen with manual entry.

Open the Automation dashboard, click “Create Automation”, choose a trigger that fires on the first day of each month, then add a step that makes a new card. Fill in the card title like ‘Monthly Retainer Check‑In’, set the description, pick the assignee, and save. Turn the automation on and it will run for every client that matches your filter.